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Overview

The main tasks for staff allocated IY students to supervise are mentioned on this page. The most important point is to maintain contact with the student throughout the year and act quicky if anything untoward happens. Almost all students have a very successful and productive placement, but the nature of the IY means there are a range of potential issues (many out of our control) that very occasionally happen and early intervention can prevent bigger problems.

Establish Contact

As soon as supervisors have been allocated and circulated to staff (normally during August/Sept) and the students have started their job, supervisors should establish contact with the student at the earliest opportunity. Normally their Aber email works fine, however sometimes students do not read their Aber email, or it is blocked if they have not paid their fees on time, and it is then necessary to be a little creative. We ask students to provide contact information and start dates on their placement confirmation form and that information will have been circulated with the allocation list. If there is and difficulty contacting the student contact cs-iy-admin@aber.ac.uk we will deal with it. Now is a good time to remind students about the final report at the end of the year (if their year is assessed) and suggest a work diary as a good way of collecting material to feed into that.

Supervisors should also ensure that the employer is aware of their responsibilities (refer to the Guide for employers document.)

Maintain contact

Maintain contact with the student throughout the year. This is typically through email. I would expect at least a monthly contact. Sometimes this only need be a brief "everything is OK" email message, although some students send frequent detailed reports. Supervisors should look out for any signs that anything is amiss and report difficulties (including loss of contact) to cs-iy-admin@aber.ac.uk and it will be investigated it for you. Skype/blogs and social media etc can all help maintain contact as appropriate. The students are well aware of the fees they pay for the year and the Academic Supervisor is an important (and the most visible) part of the justification for this charge.

Visit the employer site

Supervisors should arrange at least two formal meetings (F2F or online) with the student and their line manager. For students in the UK one of these meetings is normally at the employer site where the student is based. Ideally the visits should be near the start of the placement and near the end. An early visit is essential for employers we do not know. Please ask the IY Administrator for any background information you may require. We only visit students abroad if it is convenient (typically the trip may be combined with some other meeting). For overseas student's regular email contact and Skype or phone meetings should be arranged.

Usually the visits can be arranged via the student, asking them to ensure their line manager is available and knows we will be visiting. Each visit tends to be slightly different, but generally 1-2 hours is sufficient. I usually ask the student to show me what they have been working on, preferably at their normal desk/office. Afterwards I ask to meet with the line manager responsible for the student. This may be with the student or not it depends on what you feel is appropriate in the circumstances - often the employer indicates a preference which in most cases I am happy to follow. Some employers use it as an opportunity to give feedback to the student. If possible I also try and talk to the student privately at some point to give them a chance to say what they really think of the company (perhaps in a meeting room, or go for a coffee if necessary etc.) The following discussion points may be useful:

• suggested first visit discussion points.
• suggested second visit discussion points.

Please formally record each visit on an Academic Supervisor visit form and return to the cs-iy-admin@aber.ac.uk as soon a possible after the visit. If you receive feedback we should act on or encounter problems with the student or employer please discuss with the IY Coordinator. If you have a student who might be an inspiration/role model to other students please let the IY Coordinator know so that we can involve them in various events or materials.

Obtain the employer Assessment

Remind the employer that it is very important the report form is completed and returned to cs-iy-admin@aber.ac.uk as soon as possible after the student finishes. The form is available on the Employer page at: http://www.aber.ac.uk/~dcswww/Dept/Teaching/Industrial_Placement/

The employer grade accounts for 50% of the credits the student obtains for the year and this is based on the "overall rating" given. Any additional comments also provided are useful for the students file. Academic Supervisors should ensure the Employer is aware of their responsibility regarding the employer assessment. Please discuss what is required and why at the first visit. At the second visit discuss the proposed overall rating with the employer and provide moderation in the rare cases where the employer expectations do not conform to our expectations (in either direction). Employers may submit their own internal appraisal in place of the form, however it is extremely helpful if some indication of the achievement in the terms described on our form. The IY Administrator will chase employer forms directly with employers if necessary or if they are not returned by the start of term following the placement. Please pass on any forms that come back directly to you!

General points

• Try to combine visits if there is more than one student in the same area.
• Use the most economic travel arrangements. Ask the general office to book rental cars etc.
• The IY Administrator will ask Academic Supervisors to chase Employer Assessment Forms in August/September. Please make every effort to obtain the employer marks, it is essential for the exam board.